NM Department of Homeland Security and Emergency Management EMERGENCY GRANT MANAGEMENT PROGRAM (E-GraMP) Project Initiation Certification April 26, 2017 Presented by: Brian Williams, Recovery Manager Duncan Sill, Grant Manager & e-GraMP Project Manager

Background The New Mexico Department of Homeland Security and Emergency Management (NM DHSEM) is the federal recipient of emergency management and public disaster grant funding and is the fiduciary agent over all federal funding passed through the agency. NM DHSEM is charged with grant oversight related to sub-recipients, as well as the federal funding expended by NMDHSEM for its own programs and operations.

Current Environment Currently, NM DHSEM manages and administers its emergency management grant program through manual processes which entails the use of Excel spreadsheets to track applicants, the project and funding from the project’s beginning to the project’s closeout. The current process is tedious, the amount of paperwork is cumbersome and is highly susceptible to error and yields itself to inadequate data and dross information. To better manage non-disaster grants, disaster grants, recurring grants and nonrecurring grants administered, NM DHSEM will be pursuing a RFP to contract with a vendor who can meet its specifications of a web-hosted software program. This program should have the ability to monitor grants throughout the entire grant management process.

Disaster Costs DISASTERS: 2004 TO 2010 19 $90,620,011.90 YEARS NO. OF DISASTERS TOTAL COST OF DISASTERS 2004 TO 2010 19 $90,620,011.90 2011 TO 2016 22 $268,170,560.70 Cost Increase of 66% More funds = More Excel award spreadsheets to monitor/update.

Project Objectives It is NM DHSEM’s desire to have a web-hosted grant management software program: To track applicants, grants, projects, funding and to have the ability to produce ad hoc as well as on-line customized reports. To increase efficiency through improved collaboration and communication requirements for both State, Local and Federal entities.

Project Objectives (cont’d.) To assist the agency and the applicants to monitor milestones and meet deadlines. To improve productivity and efficiency. To drastically reduce the processing time to disburse funds. To improve reporting requirements to State, Local and Federal Emergency Management Administration (FEMA). To streamline business processes and improve internal controls.

Project Objectives (cont’d.) To reduce deficiencies by reducing errors such as duplication errors, financial reporting errors, multi-users on the spreadsheet without knowing who made changes and financial statement errors through development of consistent work processes and procedures and the establishment of an audit trail of work flows.

Project Research NMDHSEM Recovery Unit Manager has visited with one state and has spoken with various counterparts regarding their experiences of having a commercial off the shelf web hosted grant software program. In each case, the States reported that this has increased their efficiency and the disaster paperwork has become more manageable. Based on his findings, the following are some states that have a web-hosted software program: North Dakota, Colorado, Texas, Louisiana and Florida.

Project Quality Metrics QUALITY METRIC 1 Project scope, schedule, budget and milestones are met. QUALITY METRIC 2 Staff is properly trained and able to utilize the system to perform job tasks. QUALITY METRIC 3 Reporting systems can accurately track data and integrate monthly, weekly and ad hoc reports. QUALITY METRIC 4 System is secure and able to provide an audit trail of functions performed. QUALITY METRIC 5 Real time data will improve on-time delivery and quality of reports and information between the sub-recipient, NM DHSEM and FEMA.

Project Organizational Chart M. Jay Mitchell Cabinet Secretary Vacant Intellegence & Security Bureau and Fusion Center Director Vincent Salazar Critical Infrastrusture Unit NMASIC Unit (SIA) Valli Wasp Response & Recovery Bureau Wynn Brannin Emergency Communication Unit John Schulte Emergency Operations Unit Brian Williams Recovery Unit Susan Walker Preparedness Bureau Marcella Benton Local Preparedness Unit Wendy Blackwell Hazard Mitigation Unit David Ceballes Deputy Secretary Sarah J. Peterson Administrative Bureau Johanna Kehoe Financial Services Unit Craig Bacon General Services Unit Duncan Sill Grant Management Unit Information Technolofy Unit To Be Determined IV & V Contractior Grant Management Program Vendor

Estimated Project Timeline Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Project Initiation RFP Process Planning Implementation Testing Training Production Cutover Project Closeout

Federal Funding – Disaster Management Costs Project Funding Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants) Fiscal Year Amount Funding Source FY17 $960,000.00 Federal Funding – Disaster Management Costs   Federal funding is already committed to this Emergency Grant Management Software Program for 8 years; should the project exceed the 8 years, an extension of funds would be requested to the Federal Emergency Management Agency.

Project Budget by Fiscal Year   Description FY17 & Prior FY18 FY19 FY20 & After TOTAL Staff-Internal Consulting Services Inclusive in software price $0.00 IV&V Services Independent Validation & Verification $30,000 Hardware n/a Software Software & inclusion of implementation team for analysis, configuration, customization, importing and training $650,000 Contingency Customizations $115,000 $115,000  Annual Support Support hours, test site access $40,000 $80,000 $120,000 Hosting Disk space, daily backup and document repository $15,000 $45,000 Total $795,000.00 $55,000 $110,000 $960,000  

Project Initiation Certification Approval Request NMDHSEM will utilize a RFP to procure this web-hosted software program with the intentions of maintaining the above budgeted amount or less. Additionally, NM DHSEM will draft a scope of work for an IV & V Contractor to assist primarily in the technical, security and risk aspects of this project. We seek your approval to proceed with this project for the Initiation Phase of this project.

Project Initiation Certification Request Questions?